CHINNOR PARISH COUNCIL
Minutes of MEETING of the Finance and General Purposes Committee held on
Monday 27th February 2012
PRESENT: Cllrs. Ambridge, (in the chair) Bird, Fowler, Haywood, Higgs, Lloyd, Marlow, Pickard, Scarborough, Williams, Wright and Young.
APOLOGIES: Cllr Mantle
DECLARATION OF INTERESTS: Cllr Williams – Chairman of Village Hall – re S&SC
Cllr Wright – grants – Village Centre, Cllr Young – grants – Village Centre,
Cllr Haywood – grants – Parish Burial Ground,
Cllr Scarborough – FPM.5 – son works for MJS electrical
Cllr Haywood proposed the S&SC development conversation is first on the agenda. Seconded by Cllr Young. All in favour. The meeting welcomed the 3 Trustees of the S&SC
Cllr Pickard reported on the 3 project mangers recently met regarding the proposed development on the building. Based on the structural survey and a site visit all the project managers advised against a refurbishment. It was recommended that a rebuild and re-design would be far better for the development to incorporate the bar, hall hire and general building income. Cllr Haywood has visited a similar community hall recently completed which was of timber frame – the total cost of this building was £450,000.00.
Cllr Pickard has spoken to the SODC grants officer who fully supported the Parish Council leading this project.
The Clerk and Cllr Ambridge and Pickard have also met the VAT consultant, who will give advice to the PC with any VAT issues and to ensure that the VAT can be reclaimed.
Cllr Williams and Cllr Lloyd raised concerns over the amount of halls we currently have for hire in the village and it would be a direct competitor to the other venues. Cllr Williams reported the financial issues with the village hall. A trustee expressed concern over the amount of public houses currently in financial trouble and how viable a bar would be.
All the trustees agree a new build is the preferred option rather than a refurbishment and confirmed that they are happy for the Parish Council to lead this project. One concern was the security of the Trustees financially – the Playing Fields Management Committee currently has an Insurance Policy in place but possibly not for enough.
A Trustee reported that a new Lease Tenancy Agreement needs to be negotiated soon. When the functions of the building are progressed a meeting will commence between the Parish Council and Trustees to discuss this further.
Cllr Scarborough reported on the other buildings for hire in Chinnor and the amount of money needed for them all so a new build is the best option.
All councillors agreed the building needs to be a success and needs to be completed.
The Working group will now have a new mandate to work towards. Cllr Bird explained the new project will have financial impacts so these need to be discussed by the working group.
This community project would need to be in one phase only.
Cllr Bird proposed a new build would now be the preferred option for the S&SC.
Cllr Scarborough seconded the proposal. All in favour.
The Full Council meeting on 5th March 2012 will ratify this proposal and decision.
Following the ratification a press release from the Parish Council and Playing Fields Trustees will be released to all the community to explain the situation and decision.
FINANCIAL AND POLICY MATTERS.
FPM.1 Cllr Wright proposed to approve the budget update for month 11. Seconded by Cllr Scarborough. All in favour.
FPM.2 Cllr Williams proposed to approve the bank reconciliation. Seconded by Cllr Haywood. FPM.3 Cllr Young proposed to approve payments on Petty Cash and Imprest account. Seconded by Cllr Haywood. All in favour.
FPM.4 The internal audit for financial year ending March 2012 was discussed. Cllr Fowler and Pickard are happy to assist The Clerk with the Internal Audit plans. The current Internal Auditor will be used again for this annual audit with a view to review this soon after the audit.
FPM.5 Quote was discussed: MJS Electrical for Hill Road Recreation building work. Proposed by Cllr Pickard, seconded by Cllr Fowler. All in favour.
FPM.6 Quote was discussed: Sow n Sow – Planting and seeding at rear stand of the S&SC. Proposed by Cllr Marlow, seconded by Cllr Fowler. All in favour.
FPM.7 Quote was discussed: Harrison External Display – a Chinnor flag pole of 10 metres high to be located in St Andrews Churchyard – the Church will pay half of the total invoice amount.
An application will be made to the Church of England authority for final permission. 3 flags will be included in the purchase. Proposed by Cllr Wright, seconded by Cllr Higgs. All in favour.
Flag etiquette will be followed once the flag pole is erected.
FPM.8 Quote was discussed: Osborne’s Insurance – Agricultural vehicle cover for the Iveco and Tractor. Proposed by Cllr Fowler, seconded by Cllr Young. All in favour. The Clerk to advise the Insurance company that the vehicles now have trackers.
FPM.9 A Finishing mower is required by the Grounsdmen – a purchase of a new one was discussed – quotes from Turney for a Finishing mower were discussed – it was agreed to have a demonstration of the mower and to investigate further. Cllr Wright proposed a maximum of £2200.00 be spent on a Finishing mower. Seconded by Cllr Scarborough. All in favour.
FPM.10 Letter from SODC re Parish Election May 2011 invoice and total payable to follow soon.
FPM.11 Letter from Lightfoots LLP re Section 104 Agreement, Station Road, Chinnor. Noted.
FPM.12 Confirmation of receipt of application for a grant by Robin Greaves Sports Foundation.
FPM.13 The Grants committee propose that the following grants are awarded for 2012/13
- Village Centre - £7000.00
- Community Bus - £1000.00
- Scout Group – agreed to purchase a trailer £ 820.00
- CPFMC - £2000.00
- Parish Burial Ground - £2000.00
Grants for the Reading Room and Chinnor Youth Football were not agreed as the requests were for general running costs but will be reviewed at a later date if further information or projects are proposed.
The Parish Grant for general consideration to increase by £1000 to £5000
Proposed by Cllr Fowler, seconded by Cllr Marlow. All in favour.
It was agreed that all recipients will be asked to display a notice acknowledging the financial commitment from the PC.
GP.1 Mid examination publication on schedule of main modifications for South Oxfordshire submission core strategy. Observations to be made by Friday 16th March.
GP.2 August Marquee week 2012:
Meeting about the location of the marquee in the playing fields – 1st March at 11am
Security options for both the Jubilee weekend and August week - £100.00 a night was agreed for August – the Jubilee committee will be looking into security to cover the June weekend.
Events in the marquee – applications received were – Wednesday to Friday day time request for Pulse club, Wednesday night and Thursday night are currently unallocated, Friday night: We received an application from the Village Centre for a Friday evening event and also a request for a Casino night for Children in Touch, Saturday is already allocated for the Beer festival, Sunday morning Combined Church service, Sunday afternoon request for a children’s Science show for the Community Pool, Monday is already reserved for the Flower show.
Cllr Fowler proposed we accept the above events but not the Village Centre as they have been awarded an annual grant - they would be offered an alternative evening rather than the Friday night to hold an event. The Friday night would be offered to the Children in Touch group for a Casino night, seconded by Cllr Bird. 6 in favour, 1 against, 4 abstained.
GP.3 Update on Annual Showcase – 23rd April at St Andrews School from 7pm:
Due to size restrictions we are focusing on inviting people to showcase specific current projects: S&SC, Community Pool, Business Network, Greening Campaign, Good Neighbour Scheme, Jubilee weekend, Community Led Plan, Village Hall, Village Centre, Mill Lane School sports hall.
GP.4 Update from Cllr Bird and Young on the recent web site meeting – A quote from Martyn Keen is due to confirm prices etc.
GP.5 Update was given on Skate Park from Cllr Higgs – a grant application has been awarded of £6000.00. A site needs to be agreed quickly or the grant will be lost – it needs to be spent by the end of the financial year. Cllr Higgs to attend the CPFMC to discuss requirements in the Playing Fields. Fundraising events have already raised £700.00 towards the equipment.
Insurance cover to be investigated by the Clerk.
£100.00 per annum will be the cost of the annual maintenance. The equipment will be made of steel and wood. The skate park committee will pay for the annual maintenance.
The Parish Council may be asked to pay towards the first piece of equipment possibly – at a maximum amount of £2000.00. Cllr Higgs to confirm that Planning Application is not required.
Cllr Haywood proposed that £1000.00 be put towards the skate park fund. Seconded by Cllr Young.
The location of the skate park to be agreed by the CPFMC.
ACCOUNTS FOR PAYMENT
The following accounts were approved for payment. £. P
Proposed by Cllr Wright, seconded by Cllr Fowler. All in favour.
- SODC – dog bin empty from 01-10-11 to 31-12-11 195.19
- Chinnor Pump – Inserts in July 2011 and January 2012 200.00
- British Gas – Electricity for S&SC 1826.56 *
- Arval fuel – van and tractor fuel 103.61
- Thames Water – Hill Road Rec 7.16
- Thames Water – Parish Council offices 10.71
- Thames Water – WFCH – Direct Debit 97.71
- Thames Water – S&SC – Direct Debit 255.09
- BES Commercial Electricity – offices – Direct Debit 47.84
- Blanchfords – Postcrete 38.78
- OCVA – Course attended by Jo Wills 50.00
- Gardening Delights – food waste bags 206.40
- Shell Gas Direct – office 308.81
- Grundon Waste – empty of waste wheelers 71.48
- Peter Bennett – WFCH structural calculations 180.00
*From 1st April the S&SC will receive all electricity invoices directly.
To be agreed by the Joint Working Group Committee
- Highlights Floodlighting – Playing Fields 13060.20
CR.1 A meeting regarding the bus shelters has been arranged for 6th March at 10am. An alternative date to be sought as a number of Councillors cannot attend.
CR.2 A grant form from Chinnor Cricket club has been received – the next grants meeting is 23rd July.
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